On average, a company moves its offices only every seven years or so. As result, management either doesn’t realize or has forgotten how much time it takes, along with the inevitable delays that always crop up, and how much it can cost. So they often winding up creating both unrealistic schedules and budgets. Even more disastrous, on the budgeting end, is when they try to cut corners.
Super Widgets, Inc., for example, hired a relocation coordinator to plan and oversee its office move. But they also tried to cut budgetary corners by not requiring said coordinator to be present on the big moving day – and so company employees failed to follow the coordinator’s directions on preparing the manufacturing room’s floor for the movers.
The result? Additional expenses of $20,000 to get the moving job done. But it would have cost only $1,500 to have the relocation coordinator present.
And failing to conduct systems testing before the move can be even more costly. If 100 employers are down for just half a day, it can cost a company more than $50,000. So a big part of office moving involves testing of telecommunications and computer systems to ensure that they will be up and running the moment employees arrive at their new space.
Tips for a Smooth Office Move
Here are few tips, then, to help you make sure your office move doesn’t begin that irreversible slide from exciting to depressingly overwhelming . . .
Plan in Advance
Moving experts agree that you should begin planning your move at least four to six months prior to the actual move date.
Make Sure the IT Team’s On Board
Your IT team will need a minimum of three months to plan and execute the transfer of all the technical things. They will also have to evaluate the new office space with respect to infrastructure and the need for upgrades.
Order New Equipment Well Ahead of Time
You will need everything you need to conduct business in place and functioning when you occupy the new office space, so order any necessary new equipment at least a month or two advance.
Update Your Address/Announce the Move Everywhere
Your customers/clients have to know that you’re moving and where you’re moving to. Put that critical information everywhere at least a week before the move: online listings (a month ahead for these), website, business cards, and all other publicity materials.
Schedule Meetings/Appointments Appropriately
Even with the best of planning, things will go wrong, so give yourself a buffer or safety net of at least three days – that is, a three-day period around the move date with no client/customer/vendor meetings and no major deadlines.
The Number-One Tip for a Smooth Move
The most important ingredient in ensuring a successful office move, with a smooth transition and little business interruption, is hiring a reputable moving company early in the process, probably one to three months in advance. And it has to be a company with plenty of experience and expertise in commercial relocation to successfully handle the myriad details and safely handle the delicate equipment.
OIG Relocation Services understands the complex process, as well as the strain it can put on employees and company resources. With extensive experience in the logistics of commercial relocation, our team can analyze the scope of your relocation project and meet the many challenges – space management, packing, moving, unpacking, and reset. With a moving team, support staff, and full fleet of company-owned moving trucks and vehicles, we can offer full-service, turnkey office relocation.
To discover more about how we can ensure your assets are kept secure and relocated with utmost care, just call 972-388-7848 or fill out the easy online form.